Registering an Account
Registering an Account
  • For shareholders: How can I register and access the ConveneAGM portal?

    You can register an account and login using your verified email address and password.

  • What happens if I make a typo during registration?

    You should write to the pre-designated email address set by the company to clarify account creation issues.

  • I was able to register and access the platform earlier, but I can no longer access it now. What should I do?

    If your access has been revoked, it is most likely because you have not been validated during the shareholder verification process. Please contact your company if you have made a mistake during the registration process that might have affected the verification process.

  • Who can register to watch the AGM via Live Webcast?

    We allow our clients to customize who can register and watch the AGM via Live Webcast. Organizations can limit it to shareholders or members only or they can allow observers to join but restrict them from submitting questions and voting. We allow for easy configuration of user profiles to control accesses and permissions.

Participating in the AGM
Participating in the AGM
  • How can I participate in the AGM in person?

    As we are required to restrict the number of attendees at the AGM to comply with social distancing guidelines, the shareholder attendees will be limited to the number allowed by your constitution’s regulations. No other shareholders or their corporate representatives will be admitted.

  • How can I join the AGM live webcast?

    When you access the ConveneAGM Portal, the live webcast will readily be visible to you. If you’re hosting the AGM as a Panelist, one of our Account Managers can further discuss with you the steps to participate.

  • What devices should I use to join the AGM?

    Any smartphone, tablet, laptop, or desktop with internet connection can be used to join the AGM through the web browser.

  • Does it matter if I am using an iOS or Android device?

    No. As it is a web-based solution, you can simply key in a URL to access the platform. As an AGM happens only once a year, we want to make participation as easy and convenient as possible, so there’s no need to go through unnecessary steps or apps.

  • Is there an option for shareholders to dial in?

    This can be arranged if you require. One of our Account Managers can discuss with you the setup for toll-free integration.

  • If I hold shares via a securities sub-account in a depository agent, e.g. a nominees’ company, can I register to watch the webcast online?

    Yes, you can do so and indicate in the pre-registration form that you are holding shares via a Depository Agent (“DA”).You will also need to inform your DA to appoint you as a proxy. Please check with your DA as soon as possible, as they may have set a deadline for sub-account holders to respond.

  • What is the maximum number of shareholders that the platform can support?

    Any number is possible. We can support as many as 10,000 shareholders concurrently attending the AGM. We can perform a test with you, if required, to assure you that the AGM will run smoothly.

Voting and Questions
Voting and Questions
  • Does the digital proxy form accept digital signatures?

    A signature is not required. Under Singapore’s Electronic Transactions Act, an e-signature can take the form of the user clicking on an ‘Accept’ button to indicate acceptance of the terms and conditions. This can be used to authenticate the user.

  • What happens if someone submits vulgarities or spam on the Q&A platform?

    The platform is moderated, and the moderator can filter out unnecessary questions and messages.

  • What happens if I get logged out or lose connection during the voting period?

    The voting time limit can be customized or extended at the discretion of your organization.

  • Would all my submitted questions be answered?

    The Company (Chairman, Panelists, Corporate Secretary or Administrators) have the discretion to answer or reject Questions before or during the AGM. If the question does not relate to the resolutions tabled for approval, it will not be answered.

After AGM
After AGM
  • Who can download the data after the AGM?

    This will depend on the permissions you will grant to each user role. Generally, it would be the Corporate Secretaries, Share Registrars and Scrutineers.

  • What would be the format of the data and reports provided after the AGM?

    The Data and Summary Reports will be in csv format.

  • Can a recording of the virtual AGM be provided after the AGM?

    Yes.

Legal Requirements
Legal Requirements
  • Is your solution compliant with General Data Protection Regulation?

    Yes. Please refer to our ConveneAGM Privacy Policy and Terms of Service for more details

  • Why did the Company limit attendance in-person at the venue?

    This is to ensure that the minimum quorum requirement under the Company’s constitution is met, while also complying with the social distancing guidelines set by your constitution’s health ministry, which imposes a limit on the number of people permitted at physical gatherings. Please check with your organization for further details.

  • Can I manually allow shareholders to vote even after the close date?

    There are legal standards that restrict the submission of Proxy Forms to a certain period of time prior to the AGM. Under such legislation, you may not do so after the close date. Please check with your organization for the specific legal requirements guiding the submission of Proxy Forms.

    However, our product has the flexibility to support this, depending on your requirements.

  • According to the new rule, if the AGM will be conducted via electronic means, it must at least allow the shareholders to observe the proceedings of the meeting by audio (e.g. telephone number) and video means (e.g. “live” webcast). Does your platform enable the above?

    Yes, our solution is integrated with Zoom. Shareholders will be able to view the live webcast through the ConveneAGM portal, listen to the speakers and panelists, vote and view the results in real-time and submit questions, if allowed. With ConveneAGM, the same elements of a traditional AGM can be easily translated into a virtual format.

Support and Technical Requirements
Support and Technical Requirements
  • What support services do you provide to your clients?

    We provide 24/7/365 support via email, phone call, or live chat. A dedicated onsite or virtual support will also be provided to ensure success from onboarding, training, AGM preparation, until the actual AGM. Dry runs and training sessions may be arranged.

  • How can I contact support to get help?

    You may visit Support page to get immediate help via phone, email, or live chat.

  • Would I be able to do a test prior to AGM to make sure my device and connection are working properly?

    Yes, you may visit this Test Page to test the Live Webcast to ensure that you can clearly view the presentation on the day of the AGM. A recorded video is provided to test your device.

    If you are having any problems on the video playback, please refer to the Software and Hardware Requirements checklist for the list of compatible browsers and devices.

    You can test the audio by plugging in your audio device (if you’re using a headset or a speaker). Make sure the volume of your device is not set to ‘Mute’. You may adjust the volume of your device to a comfortable level while testing.

  • What are the system requirements for the Test site and for viewing the live webcast?

    For Shareholders

    Required Equipment

    To join the live webcast, it is essential that you are equipped with:

    • Desktop or laptop or mobile device with compatible OS to access the browser
    • Speakers and a microphone (built-in or USB plug-in or wireless bluetooth)
    • Internet connection (broadband wired, or wireless, either 3G, 4G or LTE)

    System Requirements

    Recommended Browser Versions

    Use a browser that is HTML5-compatible:

    • Google Chrome 74 and above
    • Safari 12.1.2 and above
    • Microsoft Edge Chromium 80 and above

    Recommended Bandwidth

    • For audio-only sessions: 2 Mbps
    • For audio and video: 5 Mbps
    • For audio, video, and screen sharing: 8Mbps

    Recommended Internet Connection

    Connect to the internet using a Local Area Network (LAN) as it is more stable than WIFI.

    1. If it doesn’t work with the office network, try bypassing the office LAN and use a 4G connection to determine if it’s a network port issue.
    2. Please do a speed test to see if it’s a network speed issue.
    3. If your internet connection is slow, please close other applications that may be downloading in the background.
    4. Check if you have other devices connected on the same router that is also consuming additional bandwidth.

    Device Requirements

    Desktop and Laptop Processor and RAM Requirements

    ProcessorDual Core 2Ghz or Higher (i3/i5/i7 or AMD equivalent)
    RAM8GB

    Mobile and Tablet Device Requirements

    DeviceOS
    Apple IOS Tablet – Ipad Mini, Ipad, Ipad ProiOS 12 and above
    Apple IOS IphoneiOS 12 and above
    Android TabletAndroid 9 Pie and above
    Android Mobile PhoneAndroid 9 Pie and above
    Windows TabletWindows 10 and above

    Notes:

    For Apple iOS devices, it is recommended to use Safari over Chrome.

    For Chairman and Panelists (Hosts of AGM)

    Required Equipment

    As you will be appearing on live webcast, it is essential that you are equipped with:

    • Desktop or laptop or tablet device with compatible OS to access the browser
    • Speakers and a microphone (built-in or USB plug-in or wireless bluetooth)
    • Camera or video devices, either:
      • Webcam or HD webcam (built-in or USB plug-in)
      • HD cam or HD camcorder with video capture card
    • Internet connection (broadband wired, or wireless, either 3G, 4G or LTE)

    System Requirements

    Recommended Browser Versions

    Use a browser that is HTML5-compatible:

    • Google Chrome 74 and above
    • Safari 12.1.2 and above
    • Microsoft Edge Chromium 80 and above

    Recommended Bandwidth 

    The recommended bandwidth for live webcast to group:

    • For audio-only sessions: 2 Mbps
    • For audio and video: 5 Mbps
    • For audio, video, and screen sharing: 8Mbps

    Recommended Internet Connection

    Connect to the internet using a Local Area Network (LAN) as it is more stable than WIFI.

    1. If it doesn’t work with the office network, try bypassing the office LAN and use a 4G connection to determine if it’s a network port issue.
    2. Please do a speed test to see if it’s a network speed issue.
    3. If your internet connection is slow, please close other applications that may be downloading in the background.
    4. Check if you have other devices connected on the same router that is also consuming additional bandwidth.

    Device Requirements

    Desktop and Laptop Processor and RAM Requirements

    ProcessorDual Core 2Ghz or Higher (i3/i5/i7 or AMD equivalent)
    RAM8GB

    Notes:

    • For optimum screen sharing performance on laptops, we recommend a quad core processor or higher. Dual core laptops have a reduced frame rate when screen sharing (around 5 frames per second).
    • For desktops and laptops, it is recommended to use Chrome, over Firefox and Safari.

    Tablet Device Requirements

    DeviceOS
    Apple IOS Tablet – Ipad Mini, Ipad, Ipad ProiOS 12 and above
    Android TabletAndroid 9 Pie and above
    Windows TabletWindows 10 and above

    Notes:

    • For Windows Tablets, it is recommended to use Chrome over Firefox.
About AGM@Convene
About ConveneAGM
  • How does this relate to Convene? Is it integrated with the Convene Board Portal platform?

    No. They are two separate products.

  • Can the platform support multiple languages?

    Yes, the platform can be customized to support your needs.

  • Does Azeus have any experience with Virtual AGMs?

    Virtual AGMs are not the norm, but we recognized that there is a strong demand for an alternative approach to conduct AGM due to the COVID-19 situation. This is an unprecedented situation and we are confident that our product bridges the gap we have identified.

    We have extensive experience in the industry of meeting management, and as a company listed in SGX, we will not roll out the product if we weren’t absolutely confident that our solution can serve your AGM and broader business needs.

    Convene is developed by Azeus Systems, an IT solutions provider founded in Hong Kong
    with more than 30 years of experience in successfully delivering IT solutions. Since 2003, Azeus has been consistently appraised as a CMMI Level 5 company, the highest level in
    software development capability according to the Software Engineering Institute’s Capability
    Maturity Model for Software Integration.

Bridge the barrier between physical and virtual.

Experience e-AGM

Book Demo Now